Learn How to Integrate Microsoft Outlook with Dynamics 365 Business Central
One of the best things about Microsoft Dynamics 365 Business Central is its ability to integrate with other powerful Microsoft solutions. Today, we’re going to look at how Dynamics 365 integrates seamlessly with Microsoft Outlook.
Thanks to Dynamics 365’s ability to integrate with Microsoft Outlook, you can easily add rich information to emails including quotes, invoices, and other financial information. Plus, the Outlook integration makes it easier than ever for users within your organization to access customer, vendor, and item information from within Microsoft Outlook.
We call this the “quote to cash” connection: you can go from quote to cash completely within Microsoft Outlook, without ever needing to switch screens or programs.
Below, we’ll look at how to perform the following Dynamics 365 tasks from within Microsoft Outlook:
- Entering a sales quote
- Emailing the sales quote to a customer or prospect
- Converting the sales quote into an invoice once a sale is made
- Posting the sales invoice into Business Central
- Converting the invoice into cash
Are you thinking about integrating Dynamics 365 into your business? Do you have questions about the process, or need advice and recommendations? JourneyTEAM can help!
Enter a Sales Quote in Outlook
First, we’ll look at how to enter a sales quote from within Microsoft Outlook.
Imagine that you’ve received a request for a quote from a customer via email. In order to produce a quote for this customer, you would typically need to close your email program, open your CRM of choice, generate the quote, save it, re-open your email program, attach the quote, and send it to the customer. And, of course, you would have to engage in a similar process to later turn that quote into an invoice.
Thanks to the Microsoft Outlook integration offered by Dynamics 365, there’s no need to ever leave Outlook in order to perform this task. First, select the email in question and click Contact Insights in the ribbon at the top of your screen. This opens up the Business Central window on the right side of your screen. This window includes useful customer data, giving you an opportunity to look over a customer’s statistics (such as prior sales invoices) before providing them with a quote.
At the top of the Business Central window, click the new document button and select Sales Quote. Dynamics 365 Business Central will generate a list of suggested line items for you automatically, based upon both the customer’s prior purchase data as well as the information contained in the body of the email. Click OK, and the quote is ready to send. You’ll notice that it’s displayed in the Business Central window. Note that this quote will also appear immediately in Dynamics 365 as well, allowing other users within your organization to access it as needed.
Send a Quote Via Email in Outlook
Now, it’s time to send the above quote to the client. While viewing the invoice you just created, select the ellipsis in the upper right-hand corner of the Business Central window and then click Send by Email.
Outlook will automatically attach this to the email you have open, and you’ll have a chance to preview the attached quote before you send it out. Click Send, and your quote is on its way!
Converting a Sales Quote to an Invoice
Now, imagine that the customer wants to purchase the items included on the quote. You’ll need to convert the sales quote to an invoice. Fortunately, you can perform this task within Outlook as well.
While viewing the quote in the Business Central window from within Outlook, select the ellipsis in the upper right-hand corner of your screen and click Make Invoice. Click Yes to confirm, and the quote will automatically be converted into an invoice. Note that once again, this invoice will be immediately available in Dynamics 365 as well.
Post a Sales Invoice from Outlook
Ready to post the sales invoice? This task can also be completed from within Outlook thanks to the Dynamics 365 integration.
While viewing the sales invoice in the Business Central window in Outlook, click the ellipsis again and then select Post or Post and Send, depending upon your preference. Post will take care of the transaction on your end, while Post and Send will automatically attach the invoice to the selected email. You can then review the invoice and send it right away.
Convert an Invoice to Cash
The last step in the sales process is to convert the invoice into cash.
From your Business Central dashboard, click Cash Receipt Journals, open the appropriate batch, and then enter the amount of the sale. On the right side of your screen, click the button next to the Applies To Doc. No. field and select the corresponding invoice. Click OK, select Preview Posting, and you’re finished.
The Power of Microsoft Dynamics 365
That’s it! You’ve practically completed the entire sales process via email without ever having to leave Microsoft Outlook.
As we’ve seen, Microsoft Dynamics 365 integrates seamlessly with Outlook. As a result, your team members can reduce data entry time, cut down on time spent learning a new system, and respond faster than ever to customer requests.
Are you ready to make Dynamics 365 a part of your business? JourneyTEAM can help!
Article by: Dave Bollard - Head of Marketing | 801-436-6636 JourneyTEAM is an award-winning consulting firm with proven technology and measurable results. They take Microsoft products; Dynamics 365, SharePoint intranet, Office 365, Azure, CRM, GP, NAV, SL, AX, and modify them to work for you. The team has expert level, Microsoft Gold certified consultants that dive deep into the dynamics of your organization and solve complex issues. They have solutions for sales, marketing, productivity, collaboration, analytics, accounting, security and more.